Work experience placements privacy notice - Privacy notices

In order to consider or provide a work experience placement to you, it is necessary for us to collect and hold personal information about you. This information will include:

• Full name
• Address
• Email address
• Date of birth
• Telephone number
• Description of the current situation, for example at school or college
• Distance willing or able to travel to for the placement
• Area(s) of work interested in and the requirements the placement needs to fulfil (be as specific as possible)
• Timescale for completing the placement
• Preferred duration for the placement
• Any medical conditions, welfare, reasonable adjustments or safeguarding items

All personal data held, is processed in accordance with data protection law. The data controller for the information outlined in this privacy notice is Herefordshire Council.

We will collect information about you (where applicable) to:

• Review your work experience application
• Keep in touch with you about your work experience application and placement
• Inform pre-placement preparations and planning and to ensure the correct placement documentation is completed
• Ensure the placement meets any medical conditions, welfare, reasonable adjustments or safeguarding requirements

The legal basis for processing the data is consent. You can withdraw your consent at any time and we will cease to process your application.

We may share your information with partner organisations, including:

• Your education provider
• Parents and guardians
• Health and Safety Team
• Learning and Organisational Development Team
• IT Team (if an IT account is required)
• Facilities Team (if a fob is required)
• Care Leavers Team (if hosting a placement for our care leavers)
• Internal teams within the council who will be considering or hosting work experience placements
• Information (timetable and risk assessment) will be shared with education providers to meet their requirements and ensure they are fully informed about the placement.
• We also have a duty to ensure parents and guardians, and if required the care leavers team, are also aware and give permission for the individual to undertake the placement and activities. The timetable and risk assessment will also be shared with them.
• Internal teams at the council who will be overseeing a placement will receive details about the individual to help plan and host.
• The placement documentation (timetable, risk assessment, third party access and non-disclosure agreement, confidentiality agreement) will be shared with internal teams (including Learning and Organisational Development, Health and Safety and Information Governance) to ensure the process is actioned as required.

We will not normally share your information with organisations other than our partner organisations without your consent. However, there may be certain circumstances where we would share without consent, such as where we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations.

Any information which is shared will only be shared on a need to know basis, with appropriate individuals.

Only the minimum information for the purpose will be shared.

We will only keep your information for the minimum period necessary.

The information outlined in this privacy notice will be kept for 6 years from the end of your placement.

All information will be held securely and destroyed under confidential conditions.

You have a number of rights under data protection law, including the right to request your information and to request that the information is amended or erased if incorrect.

To request your records, you will need to put your request in writing and provide proof of identification to the Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or email informationgovernance@herefordshire.gov.uk

You also have a right to make a complaint about our handling of your personal data to the Information Commissioner's Office

If you have any questions or concerns about how your information is used, please contact the Learning and Organisational Development Team via email at L&OD@herefordshire.gov.uk in the first instance.

You can also contact the Data Protection Officer at Herefordshire Council, Plough Lane, Hereford HR4 0LE, email: informationgovernance@herefordshire.gov.uk

You can find more information about data protection and how it applies to you on the Information Commissioner's Office website.

Work-related experience page